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DEPARTMENT OF ADMINISTRATIVE & FINANCIAL SERVICES
Bureau of Human Resources


June 11, 1997

HUMAN RESOURCES MEMORANDUM 7-97


TO: All Personnel Officers, Directors of Administrative Services, Payroll Managers
SUBJECT: General Increase Effective June 30, 1997

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Purpose

The purpose of this memorandum is to provide Executive and Legislative Branch agencies with instructions for processing the 2% general increase for employees who are eligible to receive this increase.

Eligibility for Increase

All employees are eligible to receive a 2% general increase unless a fixed salary is set by statute.

Some employees' salaries are set by or subject to the approval of the Governor or a Board or Commission.  Specific approval from the salary setting authority must be obtained for all such employees as prescribed by Law before a general increase can be authorized.

Employees Eligible for Automatic Processing

The general increase will be applied automatically to employees for whom eligibility and amount of increase can be determined through electronic means.  All of the following conditions must be met:

  1. Employees must be on active pay status (employment status 1).
  2. The employee cannot be redlined.
  3. The position must be active as of June 30, 1997.
  4. The employee must be assigned to an eligible administrative unit and salary specification.

Eligible Salary Specifications:

01 = Administrative Services
02 = Financial Order - Major Policy Influencing
03 = Educator in Administrative Unit B
04 = Professional & Technical
05 = Nurse Management (with Stipend)
06 = Institutional Services
07 = Nurses with Stipend
08 = Educator in Unit D
09 = Supervisory
10 = Nurse Management (Confidential with Stipend)
11 = Military Firefighter
12 = Operations, Maintenance & Support
14 = Chief Medical Examiner
16 = Clinical Director
19 = Education - Confidential
20 = Law Enforcement
25 = Law Enforcement (Combined 28 Day Schedules)
30 = State Police Non-Standard
33 = State Police 28 Day Schedule
41 = Legislative Partisan
42 = Legislative Non-Partisan/Employee Paid Retirement
43 = Legislative Non-Partisan/State Paid Retirement
47 = Confidential
48 = Medical Personnel
49 = Superintendent at AMHI
63 = Legislative Committee Clerks
66 = Superintendent at BMHI

Eligible Administrative Units:

A = Administrative Services Bargaining Unit
B = Professional & Technical Services Bargaining Unit
C = Institutional Services Bargaining Unit
D = Supervisory Services Bargaining Unit
E = Operations, Maintenance & Support Services Bargaining Unit
F = Law Enforcement Bargaining Unit
G = State Police Bargaining Unit
H = Major Policy Influencing
L = Legislature
M = Special Assistants to the Governor (Note 1)
O = Employees who have a salary which is set by statute (Note 1 and 2)
X = Confidential Employees with Civil Service Status
Y = Employees whose salary is set by Budget Order (Note 1)
Z = Employees who are statutorily removed from Collective Bargaining (Notes 1 and 2)

Note 1 - Authorization required
Note 2 - Some employees' salary may be set at a fixed amount in statute and therefore may not be eligible for the general increase.

Employees for Whom Manual Processing is Required

1.  All redlined employees who are eligible for an increase must be processed by submitting a Human Resource Profile to the Bureau of Human Resources ATTN:  Jeannine Johnson by the following deadlines:

Attach any necessary approvals from the appropriate salary setting authority as may be required by law.  Please contact this agency for assistance with special or unique situations.

2.  Salary adjustments for teachers who receive prorated paychecks must be determined by calculating the incremental increase in daily pay that will be earned for days to be worked on or after June 30, 1997 for the remainder of the contract year in effect as of June 30, and by paying the additional amount earned on a prorated basis in the paychecks to be received during the remainder of the contract year.

3.  Employees who are on unpaid leave of absence will not be processed for the general increase until they return from leave.  Agencies are responsible to process this salary change when returning employees to active status.

4.  The general increase for Highway Crew employees must be processed by submitting the appropriate electronic transactions to the MFASIS technical team.

5.  TEMP COMP pay will be recalculated automatically using the "5% promotion rule".  The grade and step in the acting assignment that satisifies this rule will be identified and the appropriate differential will be set as the TEMP COMP rate.   However, the "5% promotion rule" does not always apply to acting assignments.  Agencies must review all TEMP COMP rates and correct any that must be adjusted due to misapplication of the "5% promotion rule".

Processing Procedures and Key Dates

Processing calendars are attached to this memorandum and should be studied in detail.   The following key dates and notes will assist you in your ongoing work on MFASIS HR and Payroll, and with the processing of the general increase:

Saturday, June 28th - New salary tables will be loaded on the production system.  Refreshing the salary step for any employee after these new tables have been loaded will load the new rate of pay into the employee record.  New rates will be loaded in master file records for Cycle A employees.

The Week Beginning June 30th - Cycle B agencies cannot make any master file changes for the pay period ending June 27th, as incorrect salary rates may be introduced into the employee record from the new salary tables.

July 5th - New rates will be loaded in master file records for Cycle B employees.

Week of July 7th - This is a split pay period for all Cycle A employees.  REMINDER:  Appropriate T&A entries will be required for additional T&A processing for the first pay period under the new rates.  See the enclosed Cycle A Time and Attendance Worksheet for important information.

Week of July 14th - Cycle B agencies process T&A for the first pay period under the new rates.

July 16th - Cycle A receives first paycheck with new rates.

July 23rd - Cycle B receives first paycheck with new rates.

Reports

Departments will receive the following reports on the workday following the electronic change to the employee records for the particular payroll cycle:

  1. Human Resource Profiles for all employees automatically processed.
  2. List of employees who will be automatically processed for the increase.
  3. List of employees who will not be automatically processed.
  4. Employees receiving TEMP COMP payments.
  5. Employees with scheduled overtime.

REMINDER:  THE MILEAGE REIMBURSEMENT RATE INCREASES TO 23 CENTS PER MILE EFFECTIVE JULY 1, 1997.

Questions or Assistance

Please address any questions or requests for assistance concerning the general increase to Jeannine Johnson (HR transactions and master file changes) or to Betty Everett (payroll processing).

_________________________
Donald A. Wills, Acting Director
BUREAU OF HUMAN RESOURCES

Attachments
June Processing Calendar
July Processing Calendar
Cycle A Time and Attendance Worksheet